Pine River Ranches Landowners Association

Minutes of the August 12, 2010 Monthly Meeting

Clay Residence 580 Pine River Ranch Circle

 

1. Director Jim Clay called meeting to order at 7:00 PM.  Board members in attendance: Jim Clay, Richard Diedrich, Margaret Christiansen, Pat LeRoy.  Guests present:  Julio Goicoechea, Chip Burkett.
2. The members of the Board reviewed the July 13, 2010 minutes.  Richard Diedrich moved to accept the minutes as corrected.  Pat LeRoy seconded the motion.  The motion was unanimously approved.
3. Pat LeRoy gave a treasurer’s report looking back at expenses and deposits from June 14 – August 11, 2010.  There was a beginning balance of $10,656.28.  Deposits were $15,578.26.  Expenses of $5,247 to D&S Construction for bridge railing repairs.  (This amount was a flow through amount as Schwann’s paid for that repair)  $117.78 paid to Nancy Young for the HOA website maintenance.  And $150.00 to Arrow Graphics & Signs, which was approved in March 2010.  Total expenses since June 30, 2010 was $5,514.78 leaving a balance as of August 12, 2010 of $20,719.76 in the general account and $2,125.91 in the winter account.  Total for both accounts $22,845.67.  There have been a few prepays for the 2011 annual assessment in the amount of  $1380.00.  The fish fund has a balance of $935.00
4. Richard Diedrich motioned to approve the Treasurer’s report as presented.  Margaret Christiansen seconded the motion.  The motion was unanimously approved.
5. Pat LeRoy presented outstanding invoices from Jim Clay for the fish fund in the amount of $1,200.00.  Cash donations made toward the fish fund leave a balance of $935.00.  Jim retained $300 cash leaving an amount owed to Jim Clay of $900.00 leaving $35.00 in the fish fund for next year.

Pat presented invoices for Dan Pope for bridge deck repairs in the amount of $16.58, as well as $44.00 for postage owed to Jim Clay.  There is and additional annual fee of $40.00 for the HOA P.O. Box.

 

Richard Diedrich presented receipts in the amount of $109.29 for materials needed to create a small removable barrier along the west side of the pond where the ditch leaves the pond.

 

Richard Diedrich motioned to approve and pay the outstanding invoices.  Margaret Christiansen seconded the motion.  The motion was unanimously approved.

 

Old Business

 

1. Jim Clay gave an update on the letters sent to two property owners regarding the removal of in-operable vehicles.  The vehicle on the Schaffer property has been donated and scheduled to be removed this fall.  Julio Goicoechea also presented his plan to remove the vehicle, which is operable but hasn’t moved in some time, from his property.  The vehicle has been spoken for and is scheduled for removal some time around August 15^th.
2. Jim Clay and Pat LeRoy reported on the outstanding annual assessments as well as the special assessment.  Mailing addresses have been corrected where needed and clarification made to some Lot owners unsure of the requirements for multiply lots.  The letter stated failure to pay could result in possible legal action. There have been some outstanding assessments paid as a result.

   Pat reported delinquent landowners still owing the annual assessment are:  Lots # 30, 31, 36, 45, 58, 59, 90 totaling $1440.00.  Letters have been mailed to the landowners in Sub. 1, Lot A, Mr. Wommer, and Pick Bar Ranch requesting payment with failure to do so resulting in possible legal action. The balance for these four lots is $900.00 bringing the total balance of outstanding annual assessments to $2460.00.

   Pat reported outstanding special assessments for Lot # 16, 36, 38, 42, 44, 45, 51, 5, 58, 59, 69, 74, 84, 90 totaling $4650.00.  Letters were also mailed to lot owners in Sub. 1 # 2, 4, 6 and Lots D, H1, H-2 totaling $2050.00.  Letters sent to landowners stated the possibility of legal action should payment not be received by August 20, 2010.

   Julio Goicoechea reported on his financial difficulties and apologized for his inability to pay the special assessment due at this time.  However, his intentions are to bring things current by year-end.

   Pat reminded the board of the original letter that went out to all Lot owners regarding the special assessment stating that payment of the special assessment would indicate approval of said special assessment. Pat reported 59 Lot owners had paid the special assessment, prior to the 2010 Annual Meeting, showing an approval of that assessment.  An additional 15 lot owners have paid bringing the total to 74 Lot owners having paid the special assessment.

   Richard Diedrich moved to file liens on Lot owners not yet paying the annual assessment, either in full or a plan to pay the fees owed by August 20, 2010 or within a specified period of time.  Pat LeRoy seconded the motion.  The motion was unanimously approved.

   Jim Clay motioned to file liens on owners in Sub. 2, Lot # 16, 36, 38, 42, 44, 45, 51, 52, 58, 59, 69, 74, 84, 90 not yet paying the special assessment on or before August 20, 2010.   Margaret Christiansen seconded the motion.  Motion approved 3/1.

   Jim Clay discussed the process of claiming money owed from Sub. 1 and Alpha Lots A, D, H through Small Claims Court.

   Richard Diedrich motioned to hold off on Small Claims Court until September 2010.  Pat LeRoy seconded the motion.  The motion was unanimously approved.

3. Jim Clay updated the Board on the status of the road repairs scheduled for Ludwig Dr.  Inclement weather required the repairs to be postponed. Currently the repairs are scheduled for August 17, however, Jim Clay will be unavailable and unable to monitor the repairs.  With no other Board members comfortable with the task of monitoring the repairs, Jim proposed that he contact Four Corners Material and make arrangements to reschedule the repairs until after August 25 when he is able to be present for the repairs.  It was agreed upon by the Board members to hold off on the road repairs until after August 25.

 

New Business

 

1. Pat LeRoy made a formal request for the Board to accept a previous offer made by Dan Pope to use and possibly purchase a laptop computer he has for the purpose of keeping records for HOA business.  Pat is willing to donate $200 to help with this purchase.  Pat will discuss the possible purchase price with Dan and report back to the Board.
2. Richard Diedrich moved to accept Dan Pope’s offer to use his laptop computer for the HOA treasury work and remainder of HOA business.  Pat LeRoy seconded the motion.  The motion was unanimously approved.
3. Chip Burkett presented plans and is seeking approval to erect a building on his lot to house equipment and implements.  It is a 24’x 36’ three sided/three bay implement shed.  It will be located approximately midway on the south edge of the property facing north.  The structure is a no maintenance metal material with a pro-panel roof; color and structural shape consistent with the current existing structure.

   Margaret Christiansen moved to accept and approve Chip’s building plan.  Richard Diedrich seconded the motion.  The motion was unanimously approved.

   Chip paid the Road Impact Fee upon approval of his plans for the implement shed.

4. The Board discussed the need to get to all Lots owners a copy of the 2010 Annual Board meeting minutes and possibly a new copy of a current phone list.

 

Next Board meeting, September 9th, 7 PM at 580 Pine River Ranch Circle.

 

Board meeting adjourned at 8:00 PM.

 

 

 

These minutes were approved by the Board by a vote of ________ on _______________.

 

 

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Board President                                                                      Date

 

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Board Secretary                                                                      Date